SECURITY HOT SPOT: LOADING DOCKS

Jul 1, 2004 12:00 PM, By JAMES GOMPERS

The loading dock — that place for unglamorous shipping and receiving — is often overlooked or downplayed in the larger security picture. Nearly every loading dock, however, is a portal that leaves an organization open to a multitude of potential risks and vulnerabilities.

The primary problem with loading dock security is that most organizations lack security personnel in these areas. Add to this the sometimes relaxed attitude of the shipping and receiving operation, and many organizations are left dangerously vulnerable to contraband being smuggled in and assets being taken out. The list of security problems on the loading dock can run long. They can include dock doors being left open ostensibly to provide airflow, employees who are reluctant to be the “bad guy” by challenging unknown or unauthorized personnel, security staff who do not aggressively fulfill security initiatives, and a lack of clear procedures for items entering or leaving the facility.

Proper loading dock security starts with comprehensive policies and procedures for shipping and receiving operations. Here are some examples of simple steps to improve operations that many organizations fail to implement:

• Secure loading dock overhead doors and entry doors;

• Implement personnel screening processes to ensure only authorized personnel access the loading dock areas;

• Institute detailed logging of all items entering or leaving the facility; and

• Implement security awareness training programs for non-security personnel to communicate that security is everyone's responsibility.

Once the organization has effectively implemented basic, comprehensive policies and procedures, attention can then be focused on environmental options and technology options to further increase security. Access control, asset management systems, inventory management systems, intelligent video management and advanced integration of these and other available technologies can help get the job done. In addition, chemical, biological and radiation detection systems may be appropriate if such risks and vulnerabilities exist.

CASE STUDY: THE EFFICIENT, SECURED LOADING DOCK

When seeking to improve loading dock security, the first priority is to correct any physical layout and/or space utilization deficiencies. In a recent project we will use as an example, the existing loading dock layout was, in many respects, not conducive to proper security. This facility had an open warehouse physical plan with multiple, unconnected doorways to several different areas, and an open mailroom stuck in the back corner as an afterthought. In addition, this layout did not allow for efficient use of access control or secured environments.

The first remedial action was to create an alternate employee entrance and a remote security station nestled between the employee entrance and a new loading dock area created within the existing space. Now, security personnel can screen all personnel entering and exiting the facility, and the company can use security personnel for multiple tasks throughout the facility; thus reducing fixed costs for security manpower. The new loading dock location was created to provide security personnel with an enhanced ability to monitor loading dock activities, to keep unauthorized personnel out and to contain the loading dock in case of incident or hazardous situations. The mailroom was compartmentalized and physically separated from the loading dock area, allowing the spaces to be secured independently. Evaluating and then changing the physical layout creates a higher level of security for the facility before even introducing new or upgraded security technology.

STEP TWO: INTRODUCING AND UPGRADING SECURITY TECHNOLOGY

Next, the organization moved on to the access control system and implemented access control points at the mailroom and the new internal loading dock entry/exits. Doing so established an audit trail of informed usage for both spaces. Access control was then installed on the loading dock exterior entry/exits, including the overhead doors. The system ensures that the doors are opened only for intake and outtake of shipments and mail, and only by authorized personnel. The employee entry and exit door was also reconfigured for accountability by using access control and having personnel pass directly by the security desk.

Video surveillance was the next layer added to the overall security solution. CCTV video was integrated into the access control graphical user interface screens, located at both the main security station in the lobby and in the remote security station at the rear entry/exit of the loading dock area. One of the company's main concerns was the need for more information on when deliveries are made and by whom. Therefore cameras were placed at the exterior of the loading dock, incorporating license plate capture and recognition technology integrated into a SQL database to create an audit trail. The plate information is captured along with an image of the vehicle, and both are stored as an event should further verification be needed. Next, cameras were placed on all access control doors and integrated into access control for video capture of anyone entering or exiting the facility. The video data is stored as an event tagged by cardholder ID number.

This level of integration enables the organization to use video verification should the need arise to increase the level of security in the facility. The company now has the ability to display an archived photo and a real-time image capture to assist security in positively identifying personnel entering the facility.

Given the improvements described above, one might think the loading dock is now secure. But when the company continued to experience incidents of theft and loss, it responded by implementing an asset management/asset protection solution, placing RFID access points in the loading dock area and employee entry/exit areas, and discreetly tagging assets such as laptops, projectors and computers. Finally, these assets were tied to users' access cards by affixing an RFID tag to the back of the access card, thus providing alerts for potential loss or theft and ensuring that personnel exit only with assets for which they are authorized. By making the investment to integrate an asset management system into the access control and video solutions, security officers now have quick and efficient access to information. Associated video and asset descriptions for any given asset or violation event pops up onto the GUIs in both security monitoring locations. The entire loading dock area is now fully secured, and security personnel in the dock and at monitoring stations are fully engaged and empowered with timely, actionable information.

MULTIPLE APPROACHES WORK BEST

In today's changing, fractured security management environment, technology is not the only answer to heightened security needs. It is essential to start by first looking at the way the facility is laid out (called “Security through Architectural Design”) and then assessing what electronic devices are needed to achieve enhanced overall security. The positioning of security personnel for presence and response capability is a key and often missing component in the loading dock security equation. Many enterprises are resistant to incorporating personnel in loading dock areas primarily due to cost, but by creating an efficient multi-use area for both employee entry and exit and mailroom and loading dock functionality, the enterprise can more easily justify the expense of placing personnel in these areas.

Every organization needs to be able to institute a cost-benefit analysis to justify such an investment. Technology is a tremendous asset in any security program, but efficient integration of security personnel will provide the edge needed to truly maximize effective control of facilities, employees and assets.

FOR THE RECORD…

ABOUT THE AUTHOR

James Gompers is founder of Gompers Technologies Design Group Inc. and Gompers Technologies Testing and Research Group Inc. He has more than 20 years of expertise in the security industry as a consultant from the end-user perspective. This is another in a series of columns he is writing for Access Control & Security Systems. E-mail him at jgompers@gtdgrp.com.

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